SABSC Training for Departments

Fall 2014

Student Affairs Business Service Center (SABSC)

About the SABSC

Location: Maloney Hall, Suite 458 Walk-in Hours: Monday-Friday, 9-5 Telephone Number: 617-552-1586 E-mail: [email protected]

Website: www.bc.edu/sabsc

What We Do

Process financial transactions including: • Reimbursements • Vendor Payments • BC Student Hires • Purchase Orders • Chartstring Fund Transfers

Forms

• BC Employee Payment • SABSC Expense Report • Outside Vendor Payment • Award / Honorarium • BC Student Hire • Travel Advance • Transfers • eMarket • Purchase Order

Reimbursements

• Chartstring information • Authorized signatures • All requests must be filled out completely or they will be returned-- you will receive an email stating paperwork has been returned • Instructions are provided on the back of each form

Proof of Payment

• Original itemized receipts are required for all Reimbursements • If payment method was check, submit a copy of front and back of check after it is processed from the bank • If a credit /debit card was used, it is mandatory that an itemized credit card receipt and a credit card signature slip, with the payee’s name on receipt, be submitted with the reimbursement • List of attendees is required for all dining expenses • An SABSC Expense Report is only required for travel-related reimbursements

Payment to Outside Vendors

• If you need to pay a company or outside organization • Vendor id number– SABSC will complete however if the vendor is not in BC’s system you will be contacted to request the vendor complete the W-9 on-line • Authorized signatures • Submit an invoice; no advance payments to vendors • Payment of cash, personal check or credit card for labor intensive services is prohibited

BC Undergrad Student Hire Form

• If the student is or has been previously employed at BC, fill-out & submit the Student Hire Form • If the student has never been employed at BC: The student must fill-out the I-9 Form at Student Services (Lyons Hall) & fill-out and submit the below required forms at www.bc.edu/hrsc

W4 Form (Federal Taxes), M4 Form (Mass State Taxes), Direct Deposit Enrollment/Change Form

• Once these two steps completed, fill-out and submit the Student Hire Form • The student should submit their worked hours in Kronos every Friday & the supervisor should approve Kronos every Friday before 5:00pm

chartstring

Travel Advance

• Travel Advances should be used for pre-paid expenses such as airfare and hotel deposit • To apply fill-out the Travel Advance form and submit confirmation of the booking, all payments need to be documented • When completing the form, please be sure to include chartstring information • Travel advances do not pull the funds from the budget until you return from your trip and reconcile the travel advance by completing the BC Employee Payment Form & the SABSC Expense Report

Transfer of Funds

• Used to move funds between two different chartstrings Example: co-sponsorship, MTS Payments • Dept. chartstring transferring the funds out initiates the process • [email protected]

email can be used

Purchase Order (PO)

• This form is typically used for purchases over $5,000.00 or for transportation services such as a bus • SABSC emails the contact person the PO number once it created in Procurement Services • Do not use a PO if you already have an invoice • 7-10 days to process, so plan accordingly

MyFiles

• All financial requests will be scanned to the appropriate chartstring folder • Only the individuals given permissions can access their MyFiles folder • Contact the SABSC if you have any challenges accessing the folder

Miscellaneous

• SABSC work-study student available to pick-up work • Mileage reimbursements require Mapquest or Yahoo Maps print-out • Foreign travel reimbursements require oanda.com

conversion for date of travel, unless you use a credit card & the credit card company converts it for you • Questions: Can use inquiry form to contact the SABSC https://www.bc.edu/content/bc/bcres/sabsc/on-line service-request.html

Questions